The importance of a consistent project management method to prevent failure
Project management methodologies are becoming increasingly popular and common in businesses and organisations looking to deliver change. Many of these methods are ‘traditional’ approaches like PRINCE2, or agile like Kanban. We so often hear that we need to follow an agile method, or a waterfall method, or some sort of hybrid approach that worked for a project in another business. But is that really going to deliver what you need?
This article is part one of our two-part article series on the importance of project management methods and how to deploy a consistent project management method. Let’s begin.
Common mistakes when choosing a project management method
One of the most common mistakes that organisations make when they’re creating project management methods, is just using a best practice method as it is, or ‘off the shelf’, for example with PRINCE2. Sure, you have access to a method that was created by subject matter experts and ready-made templates, but the result is an approach that doesn’t necessarily fit within your existing processes, nor in the context of your organisation. For example, the needs of an IT project are radically different to the needs of a construction project. An ‘off the shelf’ method won’t scale appropriately to the types of projects you’re delivering, and this can create a lot more problems than it solves.
It's also important to pay attention to how any new project management methods will be deployed within your organisation. Simply making the method available on a corporate, internal intranet site or sharing the approach through one meeting, won’t lead to widespread adoption and use. Your planned return on investment may not be realised if you’re not taking proactive steps to implement the project management method effectively. You need a more structured approach to deploying and embedding the change.
Finally, sending all your project managers and project teams to a generic training course for a particular method won’t make them trained practitioners of your method. Training and competency development need to be considered carefully, and they must be considered alongside the deployment of your chosen project management method.
The benefits of consistent project management methods
Why should you think about building a consistent project management method for your organisation? In short, one size doesn’t fit all. What worked in one project, may not work in another, and the methodology that delivered success, may not deliver success again. A consistent project management approach provides a framework for effective project execution and builds a culture of continuous improvement. Here are some of the key benefits:
Financial savings on delivering project outputs. Your organisation can streamline processes and optimise resources. This helps reduce expenses and improves financial management.
Fast and efficient decision-making. Stakeholders and various team members are equipped with clear procedures and frameworks to follow, which helps them make informed decisions. This can accelerate project progress and ensure on-time delivery.
Less duplication and more focus. Project team members can leverage established tools and templates to complete activities, which eliminates unnecessary duplication. Focusing on tasks that are relevant to the project, thanks to a consistent project management method, drives progress.
Increased productivity. When workflows and responsibilities are well-defined through an appropriate project management method, team members can focus on value-adding tasks. This can support clear communication and coordination amongst team members to contribute to improved productivity.
Fewer defects in project outputs, thus less rework. Consistency fosters quality assurance throughout the project because teams can adhere to standards and best practices; helping them identify potential defects early. This minimises the need for rework and saves time, as well as improving the overall quality of the project outputs.
Closely integrated processes and methods. A consistent project management approach can accelerate seamless processes across various phases, projects and programmes. Ensuring continuity and fostering synergy amongst team members minimises disruptions and optimises project delivery.
Finding the right project management method for your organisation
If you want to increase certainty of delivery of a project or programme at your organisation, you need to find a project management method that’s tailored to your organisation’s needs. To enhance your delivery efficiencies and provide more certainty across your project portfolio, you should use a project management method that is:
grounded on industry best practice;
tailored and customised to align with your business strategies;
suited for your current governance structures; and
adaptable to fit the various types of projects that you deliver.
A project management method should help your project teams to work together in an efficient and consistent way that enables project delivery within your organisation’s context. When an organisation doesn’t use a consistent method, they often struggle to deliver projects on time, to scope and to cost. And choosing the right method is only the first step. Certainty in project and programme delivery will increase when you consistently apply the project management method within your organisation.
Working out what you need for organisational success
Before you start thinking about creating, deploying and embedding a project management method, think about whether developing a project management method is actually addressing the right problem.
Understanding your project managers’ development needs, your organisation’s capability to deliver projects, and systematic cultural and behavioural factors, may help you identify different or even additional issues that you need to address first. This will also provide insights into the requirements for your project management method. And when the need for a method has been identified, you must understand:
how it will be developed,
the strategy for deployment,
what success might look like,
how success can be measured, and
how to engage with your stakeholders.
Conclusion
Once you’ve discovered what lies at the core of your organisation, only then should you begin to build a consistent project management method that will deliver success time and time again.
And if you’re still unsure about where to go from here, don’t worry – there’s a simple way out. What we won’t do is take the problem away from you and envelope a method in insolation; our approach is to help you develop the method so that you retain the knowledge and skills to maintain it after we leave. We help you develop a project method based on best practice and what works for the different types of projects that you deliver, whilst being aware of your context, your policies and your governance arrangements.
We can also help you establish and deliver a change initiative, advising and supporting you through the change; taking a role that adds most value to you.
We’re Firewood, a team of experts who are passionate about projects. We don’t just navigate change, we deliver it. Get in touch with our team today on info@firewoodltd.com.
Read our second article about how to create and deploy a consistent project management method to deliver organisational success.